Grade: 14 (Non-Exempt)
Salary Range: $36,762 - $59,731
Closing Date:October 17, 2014
MONTGOMERY COUNTY CIRCUIT COURT, MARYLAND
Personnel Class Specification
ADMINISTRATIVE AIDE IV – SPECIAL MASTERS
DEFINITION OF CLASS
An employee in this position performs highly responsible administrative, secretarial and clerical work characterized by handling and coordinating overall office duties for the part-time and full-time Special Masters, as well as providing occasional support to the Family Division Masters.
The incumbent shall develop and maintain thorough knowledge of Court organization and procedures, general office practices, and be able to make independent decisions in dealing with the public, staff and other Court employees. Information obtained in the course of the performance of these duties may be confidential or private in nature. The employee in this position must recognize that visitors to the Court may be under significant stress and ensure that they are treated with dignity and discretion as they obtain court-ordered services.
The employee will report directly to both Special Masters and is ultimately responsible to the Court Administrator and the Administrative Judge.
EXAMPLE OF ESSENTIAL FUNCTIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made in accordance with the applicable law to enable individuals with disabilities to perform the essential functions.
- Telephone and in-person contact with attorneys, litigants and the general public, providing assistance or information as appropriate. Schedule conference calls, in-chambers conferences, specially set hearings, etc.
- Telephone attorneys to ascertain status of outstanding orders.
- Answer telephones and back up Masters’ administrative assistants during scheduling conferences and with other clerical duties.
- Prepare court orders, Master’s findings and recommendations sheets, Judgments of Divorce, reports, and routine correspondence required by the Special Masters, including copies of Alternative Dispute Resolution (ADR) Orders (and accompanying information) to counsel and court-appointed mediators.
- Maintain the ADR database by entering non-confidential case information; maintain the statistical database.
- Generate “send back” notices when motions or pleadings filed by parties or counsel do not comply with the Maryland Rules.
- Prepare files and transmit to the Clerk’s Office with orders and reports to be docketed. Mail reports and orders to counsel as required.
- Review files to ensure files are ripe for ruling.
- Prepare and file Disposition Information Sheets on all child support and uncontested divorce hearings scheduled before the Special Master.
- Draft orders for signature.
- Maintain and file Special Master’s notes in office filing system.
- Assist Special Master in preparing court files scheduled for court.
- Assist Special Master in hearing room during hearings as required. Monitor printer and distribute orders and other material as needed. Keep hearing room stocked with appropriate brochures, questionnaires, and forms.
- Distribute appropriate copies of orders to Assignment Office, Clerk’s Office, court appointed mediators, litigants and their counsel.
- Support and provide back up for the other Assistant positions assigned to the Family Division Masters and Special Master.
- Receive telephone calls from litigants or witnesses who are participating in scheduling conferences by telephone and transfer the calls into the appropriate Master’s courtroom.
- Review petitions for name change and requests for amendments to marriage licenses to ensure compliance with the Maryland Rules.
- Respond to questions from court personnel regarding error reports, motions, and the ADR Program. Meet on these issues as required.
- Attend Quality Control meetings for the Special Master as needed.
- Locate, retrieve and return court files from other departments within the Court.
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to work the full-time standard Court work schedule of 8:00 a.m. to 5:00 p.m. (Monday through Friday) with flexibility to accommodate any necessary early or late meetings.
- Maintain a regular, punctual and reliable level of attendance.
- Ability to work independently.
- Ability to communicate effectively, both orally and in writing.
- Ability to exercise a high degree of judgment, tact, diplomacy and competence in dealing with judges, attorneys, court personnel and the public.
- Ability to handle stress and maintain a professional demeanor when dealing with court personnel and the public at all times.
- Spanish language skills, while not required, are desired.
- Excellent oral communication skills and an even temperament are high priority considerations for this position.
- Ability to lift and carry stacks of court files; transport court files from one department to another within the Court.
This job description describes the general nature, level of work, and essential functions being performed by a person in this position. The job description shall not be construed to describe an exhaustive list of all duties that may be performed by such a person. It does not proscribe or restrict additional tasks and assignments that may be required by the Judicial Officers and/or the Court Administrator.
- High school graduate with minimum of 3 years secretarial or paralegal experience. Legal experience highly preferred. An equivalent combination of experience and education may be substituted.
- Competency in Microsoft Office Suite.
- Superior writing skills and command of English are essential.
- Ability to type 45 words per minute accurately.
- Competence and temperament to interact professionally and courteously with the legal community, in-house court personnel, and the general public in a fast paced environment.
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50 Maryland Avenue, Rockville, Maryland 20850
Office Hours: Monday through Friday, 8:30 AM - 4:30 PM